Contract No. 14-101 “Custodial Supplies, Equipment, Related Products, Services & Solutions” TK Sales (CONTRACTOR) Effective December 10, 2014 Contract No. 14-101 “Custodial Supplies, Equipment, Related Products, Services and Solutions” TABLE OF CONTENTS CONTRACT NO. 14-101 .................................................................................................................5 pages REQUEST FOR PROPOSAL NO. 14-101 .................................................................................... 36 pages RESPONSE TO RFP NO. 14-101 (INCLUDING COST PROPOSAL) ...................................... 114 pages Purchasing Solutions Alliance Contract No. 14-101 Attachment A Request for Proposal No. 14-101 “Custodial Supplies, Equipment, Related Products, Services & Solutions” 36 Pages Attached www.psabuy.org REQUEST FOR PROPOSALS NO. 14-101 “Custodial Supplies, Equipment, Related Products, Services and Solutions” DATE ISSUED: Tuesday, September 30, 2014 PROPOSALS TO BE SUBMITTED BY: Thursday, October 30, 2014 @ 2:00 p.m. C.S.T RESPONSES MAY BE SUBMITTED ELECTRONICALLY TO: www.bidsync.com OR PAPER RESPONSES MAY BE SUBMITTED OR DELIVERED TO: Purchasing Solutions Alliance Attn: Program Manager 3991 E. 29th Street Bryan, Texas 77802 Refer to “REQUIREMENTS FOR SUBMISSION OF A RESPONSE” section (page 23) of this RFP for more information and instructions regarding proposal submission. TABLE OF CONTENTS INTRODUCTION .................................................................................................................................. 3-6 TERMS AND CONDITIONS ............................................................................................................. 7-18 RESPONSE REQUIREMENTS ....................................................................................................... 19-25 PROPOSAL FORMAT ..................................................................................................................... 26-28 SPECIFICATIONS AND SCOPE OF SERVICES ........................................................................ 29-32 QUESTIONNAIRE ............................................................................................................................ 33-36 Exhibit A - Sample Contract ............................................................................................................. 5 Pages ATTACHMENT RESPONSE FORMS Response Form No. 1 - Offeror Acknowledgment & Certification .................................................... 1 Page Response Form No. 2 - Cost Proposal .............................................................................................. 5 Pages PSA - RFP No. 14-101 INTRODUCTION BACKGROUND PSA is a "Government-to-Government" procurement service for Local Governments, Districts, Political Subdivisions, Authorities, and qualifying Not-for-Profit Corporations (End Users). End Users become Members of Purchasing Solutions Alliance by executing an Interlocal Purchasing Agreement, which is free of cost and imposes no minimum spending requirements. PSA, acting on behalf of Members, is soliciting competitive offerings for the furnishing of products and/or services, as described elsewhere, which MAY be purchased any of our member local governments, districts, and other public agencies across the nation during the contract term. Members using the Program issue purchase orders directly to PSA contractors. Visit www.psabuy.org and click on the Membership tab in the main menu to view and/or download a list of PSA member agencies that have currently entered into Cooperative Interlocal Purchasing Agreements with PSA, eligible to participate in any subsequent contract. GENERAL PROPOSAL INFORMATION Purchasing Solutions Alliance (PSA), a cooperative purchasing program of the Brazos Valley Council of Governments (BVCOG) is soliciting proposals from experienced and qualified vendors to provide custodial supplies, equipment, related products, services and solutions to PSA/BVCOG, its Members and/or prospective Members. See “Intent and Scope of Services” section on page 29 for more information of products and services solicited under the scope of this RFP. PSA is conducting this procurement with the objective of establishing a contract for use by our Members. Because our Members are located not only in Texas, but throughout the country, we strongly urge you to participate in the process at the corporate level. If you do not sell direct, your dealer network may still service customers while you handle the administrative functions of providing quotes, accepting purchase orders, and collecting payments. If this is not feasible, we will work with you to subsequently assign your contract to your dealers as necessary to service customers. Whatever approach you choose to take, there is considerable potential sales value in being awarded a competitively bid public sector cooperative contract. PSA contractors have the advantage of promoting sales to governmental entities and the ability to sell services without the need for the buyer to duplicate the competitive bidding process and expend the associated staff time and taxpayer dollars. We believe a PSA contract would enhance your competitive position in the government marketplace, and are eager to work with you to promote the best interests of our participating local governments and qualifying non- profit organizations. POINT OF CONTACT (POC) The sole POC for purposes of this RFP prior to the award of any contract is: Michael Lucas, Program Manager Purchasing Solutions Alliance 3991 East 29th St. Bryan, Texas 77802 (979) 595-2801, Ext. 2035 [email protected] www.psabuy.org PSA - RFP No. 14-101 Page 3 of 36 SCHEDULE OF EVENTS Tentative schedule for this RFP is as follows: Release Formal RFP to Vendors…………...……………………………………...........September 30, 2014 Deadline for Questions………………………………………………………October 14, 2014 @ 5:00 p.m. Posting of any/all Remaining Addendum & Question Responses………………...……....October 16, 2014 Proposal Submission Deadline & Opening Date...………………………….October 30, 2014 @ 2:00 p.m. Proposals Review/Preliminary Scoring…………………………………………..…..……..November 2014 Negotiations, Best & Final Offers…………………………………………………..............November 2014 Anticipated Award of Contract………………………………………….…...…November-December 2014 Implementation…………....……………………………………………………...................December 2014 PSA reserves the right to change the dates in the schedule of events above. PROPOSALS DUE (CLOSING) DATE Offerors may submit proposals in response to this RFP in one of two methods: 1. Offerors may upload one (1) final and complete electronic proposal on the on-line bidding system that PSA utilizes for its solicitations at http://www.bidsync.com. There is NO COST to the Offeror in submitting their proposal in response to this RFP via the on-line electronic bidding system. If an Offeror is not currently registered with BidSync as a potential PSA bidder/vendor, visit PSA’s website at the following: http://www.bvcog.org/programs/purchasing-solutions-alliance/vendor-info/ to register for this RFP, as well as future bid or proposal solicitations of PSA and/or BVCOG. 2. Offerors may choose to respond in writing (paper response); one (1) original, three (3) copies and one (1) electronic version (CD-ROM or Flash Drive) of the proposal must be returned in a SEALED package or box to the POC and address identified above, on the previous page. *All Proposals for RFP # 14-101 will be accepted until 2:00 p.m. C.S.T., Thursday, October 30, 2014. See section “REQUIREMENTS FOR SUBMISSION OF A RESPONSE” on page 23 for more details and instructions regarding proposal submission. CLARIFICATION TO SPECIFICATIONS & REQUIREMENTS a. If Offeror is in doubt as to the meaning of any item in this RFP, a written request for clarification may be submitted to PSA. All questions shall be addressed to PSA in writing and submitted through PSA’s electronic bidding system service provider (BidSync) prior to 5:00 p.m. CST on Tuesday, October 14, 2014. PSA shall not be responsible for late delivery. Contact with any other BVCOG or PSA employee or official is prohibited without prior written consent from the PSA Program Manager. Failure to observe this requirement may be grounds for rejection of the proposal. b. Requests shall be transmitted through the procedure identified above, and should clearly reference this RFP number and the specific page and paragraph in question. If there are multiple questions, they should be stated separately and numbered. c. Any interpretation of RFP documents, if made, will be by written Addendum duly issued by PSA. A copy of such Addendum will be posted through PSA’s electronic bidding system service provider (BidSync) and notification will be sent electronically to those prospective Offerors of record. PSA will not be responsible for any other explanation or interpretation of the RFP documents made or given prior to the award of the contract. d. Prospective Offerors are advised that, after the RFP has been issued, electronic submission through PSA’s electronic bidding system service provider (BidSync) is the preferred primary forum through which comments and suggestions may be offered for consideration by PSA/BVCOG prior to continuation of the RFP process. PSA - RFP No. 14-101 Page 4 of 36 e. All best efforts have been made to insure that the product/service descriptions and associated specification information are correct, and adequate time has been given to prospective Offerors to point out mistakes. However, if an error remains and is caught